2018 HLC Annual Conference Innovation and Transformation / April 6 10, 2018

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1 2018 HLC Annual Conference Innovation and Transformation / April 6 10, 2018 Congratulations on being selected as a presenter for the 2018 HLC Annual Conference. Annual conference presenters are asked to submit information related to their presentations in the Presenter Information System. Multiple tasks with specific deadlines will need to be completed between now and the time of the conference. It is imperative that you read this document thoroughly, as there have been significant changes to the audiovisual setup of the conference since last year. Please keep this guide as a resource through the end of the conference. Presentation Management System In an effort to improve presentation quality and reduce technology-related delays, HLC has implemented a new Presentation Management System for this year s conference. All meeting rooms will be equipped with a Windows laptop on a network connection, and presentations will be deployed from the Speaker Ready Room. Final presentations will be uploaded to the server by the primary presenter via the Presentation Management website, beginning in early March. Presenters do not need to bring their own laptops for presentation purposes. NEW! Deadlines PRIMARY PRESENTER All correspondence related to the presentation will be routed through the primary presenter. It is the primary presenter s responsibility to inform co-presenters of any pertinent information. December 1 January 19 February 5 February 15 Approve Co-presenters and Presentation Description Approve Terms and Conditions Presenter Contact Information Due Early Bird Registration Deadline Remember to Register for the Conference! Audio Component Requests Due Presentation Management System Acknowledgment March 15 March 26 April 6 Slides and Supporting Documents Due for Mobile App Launch Final Presentation Due for Presentation Management System Annual Conference Begins CO-PRESENTER Co-presenters should complete the following tasks and be on the lookout for s from the primary presenter. January 19 February 5 April 6 Presenter Contact Information Due Early Bird Registration Deadline Remember to Register for the Conference! Annual Conference Begins 1

2 Approve Co-presenters and Presentation Description DUE DECEMBER 1 Primary presenters must confirm the presentation description and list of co-presenters in the Presenter Information System. This information will be published on the HLC website in December. Accept Terms and Conditions DUE DECEMBER 1 Primary presenters must review and accept the terms and conditions of presenting at the annual conference. These include the condition that the presentation given at the conference will match the topic and description that were submitted in the Call for Proposals and accepted by HLC. Confirm Contact Information DUE JANUARY 19 Presenters must confirm their professional contact information in the Presenter Information System for use in conference materials, such as the program book and mobile app. Register using the link provided in your acceptance letter or in the Presenter Information System. Please use the password that was ed to you in your selection notification letter to ensure you receive the discounts for which you are eligible. Questions about registration should be directed to Brittany Joseph at bjoseph@executivevents.com. HOTEL INFORMATION The annual conference will be held at the Hyatt Regency Chicago, 151 E. Wacker Drive, Chicago, Illinois. HLC has contracted sleeping rooms at the Hyatt, Swissotel Chicago, Renaissance Chicago, Chicago Marriott Downtown (Magnificent Mile), and Courtyard by Marriott (Chicago Downtown/River North). Information regarding all conference hotels is available at hlcommission.org/conference on the Hotels & Travel page. Presenters should secure their sleeping room reservations at one of these hotels using the reservation links on that page. HLC recommends making sleeping room reservations early, as the room blocks often sell out before the early bird deadline. CONFERENCE INFORMATION For additional information about the annual conference, see hlcommission.org/conference. The site will be continually updated as new information becomes available. Conference Registration EARLY BIRD DEADLINE FEBRUARY 5 All presenters must register for the conference, regardless of whether they plan to attend other sessions or programs, in order to receive a conference badge and access to conference facilities. For their contribution, presenters speaking in the General Program will receive a discount on the registration fee for that program. Presenters speaking at a pre-conference workshop or program (the Accreditation Workshop, Eligibility Workshop or Peer Corps Program) will receive complimentary registration for that workshop or program. Request Audio Components DUE FEBRUARY 15 HLC will provide up to four sound devices per meeting room, based on the needs of each presentation as specified by the primary presenter in the Presenter Information System. The most common combination will be three lavalier microphones and one handheld microphone for Q&A. Presentations that have additional voice or musical components require a direct link from the laptop to the sound system, which counts as one sound device. 2

3 Presentation Management System Acknowledgment DUE FEBRUARY 15 All meeting rooms will be equipped with a Windows laptop on a network connection, and presentations will be deployed from a central server located in the Speaker Ready Room. Presenters do not need to bring their own laptops for presentation purposes. Presenters should bring an electronic copy of their presentation on a flash drive for backup. Final presentations must be uploaded by the primary presenter via the Presentation Management website beginning in early March. See more details in the Final Presentation Submission section below. NEW! Slides and Supporting Documents for the Mobile App DUE MARCH 15 As in years past, HLC will post presenter-provided electronic slide presentations and supporting documents on its conference mobile app. Primary presenters must submit these documents via the Presenter Information System by March 15 to allow attendees to preview the presentations and select sessions prior to the conference, and to ensure the materials are available for attendees to reference during the conference. This is separate from the Final Presentation Submission task below. Note: Presenters may create two different versions of their presentation one as a preview for the mobile app, along with supporting documents, and one as the final presentation to be projected into the meeting room. Final Presentation Submission DUE APRIL 5 Primary presenters are required to submit the final version of their presentation via the Presentation Management website prior to the conference. The website will begin accepting submissions in early March and will provide step-by-step instructions for submission. The website will close on Thursday, April 5, at 3:00 p.m. Presentations submitted through the website are strictly for projection to the assigned meeting room and will not be distributed into the mobile app. At the conference, primary presenters are required to check in at the Speaker Ready Room, located in Grand Suite 2, immediately after checking in at the Registration Desk, or at least 4 hours prior to their presentation. For further details, review the General Information section below. Note: This task will not be visible in the Presenter Information System until the Presentation Management website is open. Once the site has opened, each primary presenter will receive an containing a system-generated username along with detailed instructions for creating a password to access the website. General Information CHANGES/CANCELLATIONS Any changes to the accepted presentation must be submitted through the Approve Session Description and Co-presenters task within the Presenter Information System. Changes must be approved by HLC. All cancellations must be sent in writing to Claire Berkley at cberkley@hlcommission.org and Eva Sitek at esitek@hlcommission.org. 3

4 MEETING ROOM SETUPS All meeting rooms will be equipped with a head table, podium, presentation computer, LCD projector and screen and up to four sound devices. Many presentations will be held in large ballrooms that seat people. In these rooms, the presenters typically stand on an elevated stage. Most stages have several stairs. Presenters will be notified of their assigned presentation type and meeting room setup prior to the conference. Presentations will be one of the following types: Informational Presentation Theater-style seating Panel Presentation Theater-style seating Interactive Seminar Banquet-style seating GUIDELINES FOR PREPARING A PRESENTATION Format The Presentation Management system is optimized for PowerPoint presentations, whether created on a PC or a Mac. To ensure the best-quality display of embedded photos and videos, all.ppt files should be converted to the.pptx format. Keynote and Prezi are not supported and cannot be used to build a presentation. HLC recommends that all presenters set presentations to the standard 4:3 aspect ratio, unless otherwise notified by HLC, to ensure the best quality. For detailed instructions on how to set the aspect ratio, visit Microsoft s Support Portal. Fonts Presenters should use a standard Office 2013 font, such as Times New Roman, Arial or Tahoma, that is easy to read from a distance. Custom or licensed fonts are not supported and will cause words to bleed into graphics or bullet points to be of the wrong style. Use a font size that will allow everyone in the room to read the materials. The ideal font size is between 30 and 46 points. Internet Access Due to the unpredictable performance of the general conference Wi-Fi connection and potential buffering issues, presenters should not plan to use a live internet connection during presentations. Dedicated hard-wired connections are not available. Videos Presenters who wish to show a video during their presentation must compress and embed the video into their PowerPoint for best results. HLC strongly discourages the use of YouTube videos, as they require an active internet connection. Presenters should have all video files copied to a flash drive in case of technical issues. Note: QuickTime is not native to Windows computers, so all video files must be converted to MP4 format to allow for proper operation in PowerPoint. Graphics For presenters who wish to show content from an online source, HLC recommends embedding screenshots of the content within the slideshow. Use common image formats such as JPG, PNG and GIF to ensure they work on the laptop provided. Colors Since presentations are held in well-lit rooms, slides that have a high degree of contrast between the text and the background color will be easiest for everyone to read. Mobile-Friendly Version When preparing a presentation for upload to the mobile app, please convert PowerPoint files to PDFs, as this format provides the best viewing experience on mobile devices. 4

5 TECHNICAL SUPPORT PRE-CONFERENCE For questions related to the tasks in the Presenter Information System, please contact For questions or assistance related to submitting your final presentation through the Presentation Management website, please contact ON-SITE AT THE CONFERENCE Speaker Ready Room All presenters are required to check in at the Speaker Ready Room, located in Grand Suite 2, immediately after checking in at the Registration Desk, or least 4 hours prior to their presentation, to: Test their presentations Confirm the working condition of any presentation enhancements (such as embedded video or sound) Make any last-minute adjustments Give final approval for distribution of the presentation into the meeting room Presentations cannot be loaded directly onto the presentation laptop in the assigned meeting room. A technician will be available for assistance in the Speaker Ready Room during the following hours of operation: Date Thursday, April 5 Friday, April 6 Saturday, April 7 Sunday, April 8 Monday, April 9 Tuesday, April 10 Time 3:00 7:00 p.m. 7:00 10:00 a.m. Meeting Rooms Presenters should arrive in their assigned meeting room at least 10 minutes prior to the presentation to launch the presentation and test the audiovisual equipment. Experienced audiovisual technicians are available to help presenters set up as needed and assist with issues that may arise prior to and during the presentation. However, occasionally there can be delays. Presenters should not keep the audience waiting while the technicians work on the problem, but rather be prepared to begin speaking without the audiovisual technology. HLC also recommends that presenters bring a backup version of their presentation and video files (if applicable) on a flash drive in case of issues with the network connection between the presentation laptop and the central server. 5

INSTRUCTIONS FOR SESSION CHAIRS AND PRESENTERS

INSTRUCTIONS FOR SESSION CHAIRS AND PRESENTERS ORAL PRESENTATION INSTRUCTIONS CONCURRENT SESSION INSTRUCTIONS Seven concurrent sessions will be held in the Wisconsin Center on the first floor: 101AB, 102AB, 102C, 102DE, 103AB, 103C, and 103DE. Each